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- Tasks: Support the Services team with scheduling, client communication, and financial tasks.
- Company: Join a dynamic company focused on efficient maintenance and client satisfaction.
- Benefits: Enjoy flexible working hours and opportunities for professional growth.
- Why this job: Gain hands-on experience in a fast-paced environment while making a real impact.
- Qualifications: Proficiency in Microsoft Office and strong administrative skills are essential.
- Other info: This is a maternity cover role, perfect for those seeking temporary work.
The predicted salary is between 30000 - 42000 £ per year.
Maternity cover - Contract Admin
Role Purpose: To provide vital administrative support to the Services team, ensuring the efficient coordination of maintenance activities, effective communication with clients and contractors, and smooth handling of financial and operational tasks.
Key Responsibilities:
- Schedule and manage the daily workload for the Services team, ensuring engineers and subcontractors are fully and effectively deployed.
- Respond to client enquiries via phone and email, assigning appropriate personnel to carry out required work.
- Maintain and update the CAFM (Computer-Aided Facilities Management) system for the Services department.
- Plan and assign routine and reactive maintenance visits for engineers and subcontractors.
- Raise purchase orders for subcontractor works related to maintenance tasks.
- Track and collect service reports from engineers and subcontractors; ensure timely submission to clients.
- Follow up on outstanding quotes and recommendations from completed works.
- Update and manage information across client systems and portals.
- Support the financial and commercial operations of the Services team, including processing purchase and sales orders, logging invoices, and generating client invoices as work is completed.
- Assist in compiling financial data and weekly sales forecasts.
- Act as the initial point of contact for escalations, handling client complaints and queries professionally.
- Ensure all records — including timesheets, purchase orders, and approvals — are accurately maintained and auditable.
- Provide cover and support to the Senior Contract Support as required, especially during absences.
- Undertake other administrative duties as reasonably assigned by the Line Manager.
Skills & Experience Required:
- Proficiency in Microsoft Office (Excel, Word, Outlook) and familiarity with CAFM systems and client reporting tools.
- Strong administrative and IT skills with attention to detail.
- High level of written and numerical accuracy.
- Previous experience in a facilities management, engineering, or construction setting is preferred.
- Flexible and organised approach, able to prioritise tasks and manage competing deadlines.
- Strong communication skills and a proactive attitude towards problem-solving.
Contact Detail:
PRS Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Contract Administrator
✨Tip Number 1
Familiarise yourself with CAFM systems before applying. Understanding how these systems work will not only help you in the role but also show us that you're proactive and ready to hit the ground running.
✨Tip Number 2
Brush up on your communication skills. As a Contract Administrator, you'll be the first point of contact for clients and contractors, so practice clear and professional communication to demonstrate your ability to handle queries effectively.
✨Tip Number 3
Get comfortable with Microsoft Excel, as it's crucial for tracking service reports and financial data. Consider taking an online course or watching tutorials to enhance your skills and make a strong impression.
✨Tip Number 4
Showcase your organisational skills by preparing examples of how you've managed competing deadlines in the past. This will highlight your ability to prioritise tasks, which is essential for this role.
We think you need these skills to ace Contract Administrator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in administrative roles, particularly in facilities management or engineering. Emphasise your proficiency in Microsoft Office and any experience with CAFM systems.
Craft a Compelling Cover Letter: Write a cover letter that specifically addresses the key responsibilities of the Contract Administrator role. Mention your organisational skills, attention to detail, and ability to manage competing deadlines.
Showcase Communication Skills: In your application, provide examples of how you've effectively communicated with clients and handled complaints. This will demonstrate your strong communication skills, which are crucial for this role.
Highlight Problem-Solving Abilities: Include instances where you've proactively solved problems in previous roles. This will show your proactive attitude and ability to handle escalations, which is important for the position.
How to prepare for a job interview at PRS
✨Showcase Your Organisational Skills
As a Contract Administrator, you'll need to juggle multiple tasks. Be prepared to discuss how you prioritise your workload and manage competing deadlines. Share specific examples from your past experiences that highlight your organisational abilities.
✨Demonstrate Your Communication Skills
Effective communication is key in this role. During the interview, practice clear and concise responses. You might also want to prepare for scenarios where you have to handle client complaints or queries, showcasing your proactive problem-solving attitude.
✨Familiarise Yourself with CAFM Systems
Since familiarity with CAFM systems is essential, do some research on common platforms used in the industry. If you have experience with any specific systems, be ready to discuss how you've used them to improve efficiency in your previous roles.
✨Highlight Your Attention to Detail
In this position, accuracy is crucial. Prepare to provide examples of how your attention to detail has positively impacted your work, whether it's through maintaining records, processing invoices, or managing service reports.
